SMTP is a setting that +allows a third party to access your email account in order to send emails on your behalf. The SMTP setting will allow Commusoft to send emails to your customers - these emails can be certificates, service reminders, estimates, purchase orders, invoices etc. Please note that Commusoft will not see your emails. You can see the templates for these emails in various places on Commusoft, to edit your email signature, please follow (this) link.
If you don't configure your SMTP settings, Commusoft will send automatic emails on your behalf, however, there will be an 'unsubscribe' button at the bottom of the email. This is not ideal for your customers as they may unsubscribe to your emails by accident.
Please note: Some emails may fail to send due to limitations of your email provider. For example, if an email is too large it will not send. Gmail has a limit of 25MB; it is worth checking what, if any, limitations your own email provider has in place.
If you are using Gmail or Yahoo as your email provider you may have to change a few settings within Gmail in order for SMTP to work correctly, you can see these here:
How to set up SMTP
To set up the SMTP details click 'Company settings' then 'Setup email'. From here, enter your email details and click 'Add email address'.
(Username: This section is only necessary if your email provider requires you to set up a username as well as an email address in order to integrate, for example with Microsoft exchange)
| Gmail | Hotmail | Yahoo | All other emails | ||
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Email address
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Your full email address
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example@gmail.com/co.uk | example@hotmail.com/co.uk |
example@yahoo.com/co.uk
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Your email address
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| example@[domainname].com/co.uk | example@outlook.com/co.uk | ||||
| Password | Your password for your email | ||||
| Outgoing mail server | The host name of the outgoing SMTP (Simple Mail Transfer Protocol) server, such as smtp.example.com | smtp.gmail.com | smtp.live.com smtp-mail.outlook.com | smtp.mail.yahoo.com | Contact your email address provider |
| Port number | The port number used by the outgoing mail server. Common port numbers for outgoing mail are 25, 465, and 587 | 587 | 25 or 465 or 587 | 465 | Contact your email address provider |
| Security | Does the outgoing mail server support SSL or TLS encryption or none? | TLS | None or SSL or TLS | SSL | Contact your email address provider |
If Commusoft doesn't recognise your email address then it will ask you for your outgoing mail server, port number, and security.
If the details you entered are correct Commusoft will email you a confirmation email with a link to verify and activate your email address. Please note that the email may have been filtered into your spam/junk folder. Once you have clicked this link, all email communications via Commusoft will be sent via your email account.
Other considerations
Emails sent through SMTP may not appear under sent items. This is simply the way your email provider handles SMTP and does not mean your emails are not being sent or received. Individuals that receive these emails will be able to reply, however, their responses will come through to your email inbox rather than to Commusoft.